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Compliance • BAA Available
HIPAA Compliance at Sovereign Dental Systems
We handle PHI every day. There is no government-issued "HIPAA Certificate" — HHS does not certify companies. HIPAA compliance is proven by documentation, safeguards, and a signed Business Associate Agreement (BAA). Here's exactly what we do.
NO FAKE SEAL — REAL DOCUMENTATION
Why we don't show a HIPAA certificate badge
HHS / OCR does not issue HIPAA certificates or seals. Any website selling a "HIPAA Certified" seal for $99 is not recognized by HHS and creates legal risk if you display it. We do not use fake seals.
What we provide instead: signed BAA, Security Risk Assessment, and a compliance packet on request.
Our HIPAA Safeguards
Administrative
- Signed BAA with every client before PHI access
- Signed BAA with Google Workspace (Business Plus) — eligible core services only
- Annual Security Risk Assessment + workforce HIPAA training
- US-based, dental-only billers — no offshore access to PHI
- Access on least-privilege basis, terminated within 24h of offboarding
Technical
- 2-Step Verification enforced on all Workspace accounts
- Encryption in transit (TLS 1.2+) and at rest (AES-256) via Google Workspace
- Drive/Docs sharing restricted — no public links, no external sharing for PHI folders
- Gmail DLP rules, anti-phishing, anti-spoofing enabled
- Vault retention enabled for audit logs, eDiscovery
- Workstation encryption, auto-lock, MDM for endpoints
Physical
- No physical PHI storage — 100% cloud in Google Workspace US data centers
- Access-controlled offices, no paper PHI
What we cover under our BAA
Gmail, Google Drive, Docs, Sheets, Meet, Calendar, Chat — only core services covered by Google's HIPAA BAA. We do NOT use non-covered services (YouTube, Blogger, etc.) for PHI.
We will sign your BAA and provide ours. BAA available upon request.
What to request from us for your compliance file
Email info@sovereigndentalsystems.com with subject "Compliance Packet" — we send within 24h:
- Signed BAA template (ready to countersign)
- E&O Insurance declaration page — $2M professional liability
- HIPAA compliance letter + Security Risk Assessment summary
- Google Workspace BAA acceptance screenshot (redacted) and hardening checklist
- Breach Notification procedure
Request Compliance Packet →
Contact
Sovereign Dental Systems — US-based, dental-only RCM
Toll-Free: 1-888-SOVEREIGN (1-888-768-3643)
info@sovereigndentalsystems.com
Last updated: May 2026 • This page is not legal advice. For HIPAA questions, consult your compliance officer.